How we use your information

Privacy Notice For Clients

Who we are (The Data Controllers)

Stonehewer Moss Limited
Citadel House
Solvay Road
Northwich
CW8 4DP

The nominated Data Protection Officer is

Dominic Moss
dom@piplaw.co.uk

The categories of your information that we collect, process, hold and share include

• personal information (such as name, national insurance number)
• special categories of data including characteristics information such as gender, age, ethnic group
• Medical information (such as reports and notes) 
• work absence information (such as wages, number of absences and reasons)
• Photographs
• Vehicle details
• Legal documents such as wills, finance records and applications.
• Personal statements

Why we collect and use this information

We use your personal data to:

• enable us to provide legal services to you under the terms of our contract with you.
• inform our own marketing, risk and diversity policies
• comply with our legal obligations, for example to prevent fraud

We do not use your personal data to make automated decisions or for profiling.

The lawful basis on which we process this information

Processing is necessary for either

• the performance of our contract with you or for us to take steps for us to enter into a contract

or

• the legitimate interests of ourselves or a third party, except where such interests are overridden by your interests, rights or freedoms. Such as to enable us to run our business, make marketing and risk decisions or to enable us to comply with our compliance obligations.

or

• the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller such our duty to identify fraud.

Collecting this information

The information you provide to us is on a voluntary basis. We may obtain data from you or form third parties such as your medical records. This data may be both personal and special personal data (such as personal data about your health or religion). We may obtain personal data from publicly accessible sources (such as social media). We cannot provide legal services to you without processing and disclosing your personal data.

Storing this information

We hold your data for seven years following the last date we communicated with you after which time it is securely disposed of and/or deleted

Who we share this information with

We routinely share this information with:

• People in connection with the work we do for you with such as the Court, barristers, other law firms, medical agencies, land register, will registers, and witnesses.
• People in connection with the operation of our business such as IT companies, accountants, accreditation and regulatory bodies.  
• People to whom we have a legal duty, such as the police.

Why we share your information

We do not share information about you with anyone without consent unless the law and our policies allow us to do so.

We only share your data if it is

• Necessary for the purpose of our contract with you
• Necessary due to a legal obligation
• Necessary for a legitimate interest we have, after considering your own interests.

We have robust processes in place to ensure that the confidentiality of yourpersonal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether we release your personal data to third parties are subject to a strict approval process and based on a detailed assessment of:

• who is requesting the data
• the purpose for which it is required
• the level and sensitivity of data requested; and
• the arrangements in place to securely store and handle the data
   

To be granted access to your personal data, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data. We will not share your data with a third country.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information contact,

Dominic Moss (The Data Protection Officer)
Stonehewer Moss Limited
Citadel House
Solvay Road
Northwich
CW8 4DP

You also have the right to

• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like to discuss anything in this privacy notice, please contact:

Dominic Moss (The Data Protection Officer)
Stonehewer Moss Limited
Citadel House
Solvay Road
Northwich
CW8 4DP

dom@piplaw.co.uk